ASCCC Instructional Design and Innovation InstituteCynthia Rico, Sabra Sabio, Robyn TornayJanuary 21, 2016

Student Engagement: Early Alert Supports an Engaged Classroom

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SummaryCCCTC went out for RFP on an education planning tool in late 2014Hobsons acquired Starfish in February 2015CCCTC and Hobsons signed contracts and are implementing the Starfish Enterprise Success Platform in colleges currently throughout the stateThree products come with the platform: Degree Planner, Early Alert and Connect

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8 Pilot Districts (13 Colleges)

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VideoShort video highlight

Before Starfish• Need to improve Retention, Success, and

Completion • No existing all-student Early Alert/Progress

Survey; Paper surveys for specific programs • High student-counselor ratio; No case

management in General Population• Decentralized academic support• Student Success and Support Program and

Student Equity Goals• Existing systems and processes (Scheduling,

Tracking, Reporting)

Questions EPTDAS Asked• Data to show changes in retention, persistence,

and use of campus support services?• Is Sierra satisfied with the level of reporting

Starfish offers?• How did Sierra acquire faculty buy-in?• What system did Sierra use prior to Starfish?• Does Sierra have any videos on how to use

Starfish at the college?

Faculty Usage & Student Response:• 68% of faculty (adjunct and full-time) have created

profiles in Starfish• 85% of faculty who opened a survey completed the

survey.• Thank you . . . I am struggling this semester. I am a full

time high school volleyball coach. The book quizzes are what is killing me. I also wanted to see if I can watch the clips from the film for the campus paper because their is no way I can attend an event. I have a lot of things going on, which isn't an excuse but it's killing me. Thank you for your concern, means a lot that an instructor cares.

Fall 2014- Spring 2015Total Items Manually Raised Survey Raised

14,422 2,489 11,480

The total number of flags and Kudos raised during the Fall 2014 – Spring 2015 academic year indicates that faculty are more likely to raise flags as a result of the survey rather than accessing the system and manually raising alerts.

Total Unique Students With a Flag or Kudos

7392Average Number of Flags Per Student 1.88Average Number of Kudos Per Student 1.60

Influence on Student Behavior:• Flags are raised to indicate to students that a

response or a change in behavior is needed. • For example, a faculty may raise an attendance

concern for a student. • This concern is communicated to the student,

encouraging students to meet with/talk with his/her faculty to discuss the concern and possible solutions. • The student may also change their behavior as

a result of the flag and begin attending class regularly.

Student Behavior:The majority of flags raised alerts students to an academic concern the faculty has for this student. Flags like In Danger of Failing result in intervention from Early Alert Counselor. Students responded favorably to this response.

Student Behavior:• Flagged students are engaging more with

faculty• Early Alert is changing the way we look at

instructor feedback – grades and directive comments• This term: Tutoring Referral To-Do

Influence on Instruction:• Surveys timed to meet instructor needs (testing, grading cycles)• Flags & Kudos were designed to allow for specific kinds of

feedback at different times• Professors became more directive and clear in their comments

to students. This helped students to understand the response/behavior change needed and take action to improve success.

KUDOS 8595 1240 7355Great Job 463 34 429Great Start Kudo 1768 373 1395

Keep Up the Good Work 6220 759 5461Tutor Candidate 144 74 70

Early Alert Implementation: Features• Creation of flags, Kudos, Help Me (student-raised

flags), To-Do’s and Referrals• Design surveys: content & timing• Development of student communication• Design services: Kiosk & remote check-in • Effective practices: development and evaluation

Early Alert Implementation: Faculty and Students• Outreach to faculty, staff, and students• Provide faculty, staff, & student training• Develop and implement Starfish Advisory Team• Create website resources • Design & evaluate workflow – Faculty, Students, &

Early Alert Counselors

Acquiring Faculty Buy-In• Instructor: making the survey easy to access & easy

to complete• Academic Senate approval for emails to students• Make emails accessible to faculty for review

• Counselors: make accessing student information easier

Videos on Using Starfish• Starfish videos made available on website• http://

www.sierracollege.edu/student-services/hub/faculty-videos/index.php• Faculty and Staff training provided• Reference materials provided to staff as needed• Sierra plans to create how-to videos for staff for various

features:• Scheduling Office Hours• Managing other people’s schedules• Running the tutor center• Batch loading existing users to roles• Managing a Kiosk

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Features of the System

Student Success NetworkOnline Appointment SchedulingCalendar ManagerKiosk Screen/Waiting RoomCounselor Management of Appointment

Student Success Network

Select “Schedule Appointment”

Next time student logs in, they see their scheduled appointments from the home tab.

From the Home tab in Starfish, click on Waiting Room for the Service

Those with appointments are visible and can be seen on the screen. The student who is in the waiting room with no appointment is also visible.

Students appear in the order they arrived. Staff can see who has appointments, and who “walked in”

“Start Meeting” to check the student in.

Staff member can alter “start time” here.

For automatic time entry, click the Outcomes tab

Must enter an end time, which can be changed later

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El Camino College Implementation• Pre-Planning Meeting – July 2015• Discover documents to Hobsons – Summer 2015• District Kick-Off – August 2015• Weekly Team meetings with Hobsons• Bi-weekly technical meetings with Hobson

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Team Structure• Team consists of:• Executive Sponsor• Project Lead• Functional Lead (2)• Technical Lead (2)• Faculty Liaison• Project Coordinator• Institutional Research and

Planning• Public Relations and

Marketing• Scribe

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Where we are right now• Setting up attributes for

the college• Establishing roles and

relationships• Defining permissions• Determining flags

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Questions and Closing

Additional information can be found at:

www.cccedplan.org

Additional questions may be asked at:www.ccctechnology.info